Administrative Associate, BBA Student Life

Job Posting Title: Administrative Associate, BBA Student Life Hiring Department: Red McCombs School of Business Position Open To: All Applicants Weekly Scheduled Hours: 40 FLSA Status: Non-Exempt Earliest Start Date: Immediately Position Duration: Expected to Continue Location: UT MAIN CAMPUS Job Details: General Notes Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the ground-breaking research and thought-leadership of a world-class faculty. The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human-centered and future-focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world. For more information about Texas McCombs please visit: https://www.mccombs.utexas.edu/ Purpose The BBA Student Life team is responsible for contributing to the co-curricular experience for the undergraduate students in the McCombs School of Business. The Administrative Associate contributes to this by managing the business affairs processes for 35 student organizations, 8 BBA signature programs, and other programming initiatives executed by the BBA Student Life team. The Administrative Associate will meet with student leaders and other staff to assist in the planning and execution of programming, provide oversight and management of the Frito-Lay Student Leadership Center, manage the McCombs Student Organization (MSO) room reservation process, and audit and reconcile 40 spending accounts. Responsibilities Student Organization Support : Host monthly meetings with financial officers in the MSO community to triage and support their administrative needs, manage the room reservation process for MSOs, provide administrative support for student organization programming (travel compliance, contracts, etc.). Event Support : Assist in the planning and execution of BBA Student Life & BBA Program Office programming and events by providing administrative support in filling out Official Occasional Expense Forms (OOEFs), submitting orders for supplies, and supporting day-of needs at certain programs and events. Financial Policy Management : Interpret and oversee the implementation of financial management policies and procedures as outlined by the university and McCombs School of Business to include creating and submitting contracts, submitting and approving OOEFs, submitting purchase and payment requests, etc. Frito-Lay Student Leadership Center & Peggy Drake Holland Lounge Management : Manage the Frito-Lay Student Leadership Center and the Peggy Drake Holland Lounge in providing access to student leaders, work with Building Manager to set up cleaning and updates to the space, manage locker rentals for the student organizations, and order supplies for the space. Other duties as assigned Required Qualifications Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Strong interpersonal skills. Strong problem-solving skills. Ability to communicate well in person and in writing. Ability to work independently and as part of a team. Ability to assess workload, prioritize tasks, and meet deadlines to successfully manage concurrent projects for multiple areas with accuracy. Experience with Microsoft Office Suite. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Education/Experience beyond the required. Advanced knowledge of Microsoft Office Suite, especially with Excel. Experience with UT Mainframe and web functions, and other UT systems. Experience coordinating events and processing travel vouchers including travel for special guests/staff. Experience working effectively within UT's administrative infrastructure. Experience with business support functions in a university academic department or executive office. Experience maintaining budgets Salary Range $45,000 annually Working Conditions Works in a standard office environment with repetitive use of a keyboard at a workstation Occasionally lifts/moves boxes weighing up to 45 pounds that arrive to the BBA Program Office. Typical Work Shift is Monday - Friday, 8am - 5pm. Some evening and weekend hours may be required during peak periods and special events. This is an Austin, Texas-based position. Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English) [PDF] E-Verify Poster (Spanish) [PDF] Right To Work Poster (English) [PDF] Right To Work Poster (Spanish) [PDF] Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.